KP859 - Full-Time Personal Assistant/Family Coordinator - Upper East Side

British American Household Staffing • New York, NY

2d • $130,000 - $140,000

About The Position

A busy family on the Upper East Side is seeking a full-time Personal Assistant/Family Coordinator to support a family with three school-aged children and an established childcare team. The role emphasizes driving and after-school logistics, alongside comprehensive personal assistance and household administration. The coordinator will manage pickups and transportation to activities, particularly regular trips from Manhattan to the daughter’s competitive horseback-riding activities in Westchester, and will coordinate schedules with parents and nannies. The position also includes personal administration, travel and event coordination, errands, vendor liaison, and broader family support.

The schedule is Monday through Friday, with up to 50 hours guaranteed per week, although the candidate will rarely work 50 hours. Work generally begins in the late morning or early afternoon. Monday and Tuesday typically finish at 6:00 or 6:15 p.m.; Wednesday through Friday typically finish around 8:00 p.m. Flexibility is appreciated, with notice provided for major schedule changes and applicable overtime. The candidate will drive a family Volvo XC90 or Range Rover and must be comfortable driving in Manhattan and on highways to Westchester. During the family’s extended summer stay in the Hamptons, the role will likely shift to a more remote schedule, with more personal and family assistance and less driving.

The successful candidate will be organized, proactive, resourceful, discreet, and capable of managing responsibilities independently while communicating closely with the parents and household team. The family is seeking a long-term professional relationship, with the possibility of gradually taking on broader responsibility for the family’s personal affairs as trust develops.

Requirements

• Previous experience as a family assistant, personal assistant, family coordinator, or in a similar high-level private household support role.
• A strong track record supporting busy individuals or families with complex schedules and competing priorities.
• Excellent organizational skills and the ability to manage multiple responsibilities simultaneously.
• Confident, experienced, safety-conscious driving, with substantial experience navigating New York City and highway routes.
• An excellent driving record and a valid driver’s license, with the ability to drive confidently in Manhattan and to and from Westchester.
• A warm, natural manner with school-aged children and the maturity to work effectively alongside parents and professional childcare providers.
• Strong communication and interpersonal skills, sound judgment, and the ability to handle sensitive situations appropriately.
• Excellent problem-solving skills and the ability to manage tasks independently through completion.
• A proactive, energetic, resourceful approach and flexibility to adapt as family needs change.
• A genuine interest in building a long-term professional relationship with a family.
• Strong references from previous employers, with relevant background checks as appropriate.
• Absolute discretion, confidentiality, and professionalism when handling personal, financial, and family matters.
• Flexibility to accommodate changing schedules; notice will be provided and applicable overtime paid.
• Ability to work independently while maintaining close communication with the parents and existing household team.
• Willingness to take ownership of routine administrative tasks and more involved projects, following through reliably without repeated reminders.

Responsibilities

• Provide safe, punctual, and reliable transportation for the children, especially school pickups and trips to activities in Westchester; morning school and activity drop-offs are not required.
• Drive confidently in New York City traffic and on longer highway journeys to Westchester while maintaining safety, discretion, and professionalism.
• Assist with transportation for either parent when required and time permits, while prioritizing the children’s needs.
• Take ownership of after-school logistics, including school pickups, transportation to extracurricular activities, and safe return home.
• Drive the family’s daughter from Manhattan school to competitive horseback-riding activities in Westchester, accounting for the timing and demands of these regular trips.
• Coordinate the children’s schedules, activities, and transportation with parents and nannies, and communicate proactively to ensure arrangements are covered.
• Work with the childcare team to support the daily routine, coordinate dinner plans, and help ensure the children are appropriately looked after between activities.
• Provide a warm, responsible, and reassuring presence for the children while maintaining professional boundaries.
• Communicate schedule changes, logistical issues, and relevant updates clearly and promptly.
• Manage personal administration, including medical and insurance reimbursements, bills, appointments, and household-related paperwork.
• Coordinate travel arrangements, dinner reservations, purchases, invitations, family events, and children’s birthday parties.
• Liaise with household vendors, service providers, dealerships, and other third parties, following up independently until matters are resolved.
• Manage practical personal projects, errands, and household administration from beginning to completion.
• Organize family schedules, maintain clear records, and anticipate upcoming needs.
• Provide flexible support with tasks that can be completed remotely or outside the immediate after-school schedule when appropriate.
• Collaborate with the parents and household team to ensure the family’s daily arrangements run smoothly.
• Anticipate needs, identify solutions, and take initiative without requiring constant direction.
• Gradually assume broader responsibility for the family’s personal affairs as trust develops.

Benefits

• Competitive healthcare stipend/healthcare reimbursement
• Paid vacation
• Other industry-standard benefits
• Competitive discretionary bonus
• Opportunity to develop into a trusted, established position with increasing responsibility

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed